Support for the whole billing flow

Getting started

1. Sign in and secure the account

Use Sign in with Apple or Google to create the owner account. A passkey can then be added from Setup for fast, device-protected sign-in. If Apple hides your email address, enter and verify the real business details requested during onboarding so clients receive accurate invoices.

2. Complete the business profile

Add the trainer or business name, legal name, business email, phone number, country, currency, and tax settings. The business or trade name is used when Whoa prepares invoices. Keep this information current because clients rely on it to identify the seller.

3. Add facilities, clients, riders, and horses

A client is the bill-to contact. Riders and horses belong to that client and identify who received each service. Facilities identify where work was performed. A client can have multiple riders and horses, and a business can use multiple facilities.

4. Configure services

Starter trainer templates include Private and Group lessons. You can change their names and prices or create services for boarding, farrier work, massage, chiropractic work, hauling, show services, supplies, and other equestrian charges. Confirm currency and tax treatment before using a service.

Lessons, services, and billing

One-tap logging

From Today, select the rider and horse, then tap the service. Whoa uses the rider's client relationship for billing, records the service date, trainer, facility, price, currency, and applicable tax, and places the charge in the unbilled queue. Review the selected combination before tapping when similarly named riders or horses exist.

Schedule and attendance

Use the Day view for the next sessions and one-tap attendance, Week for a seven-day overview, and Month for activity at a glance. Selecting a week or month date opens that day's agenda. Group sessions list each rider and horse separately so attendance or a policy-enabled no-show charge can be recorded without rebuilding the lesson.

Editing and deleting entries

Unbilled lessons can be removed from Today or from the relevant client record. Deleting an unbilled entry removes it from the shared company workspace. Once an invoice has been sent or paid, accounting records may need to be voided, credited, or retained instead of erased.

Automatic month-end billing

Auto billing can be enabled per client. Review client prices, tax settings, invoice email, payment terms, and unbilled entries before month end. Whoa generates and sends eligible invoices using the saved billing configuration. An owner remains responsible for checking the resulting invoices.

Reports and exports

Reports show monthly and lifetime revenue, charges by primary or sub-trainer, and invoice history. Accounting exports are convenience files for QuickBooks, Xero, and general ledger workflows. Review account mappings, tax codes, currency, dates, and totals with your accountant before importing.

Invoices and client payments

Generate and send

Billing groups unbilled charges by client, creates a branded invoice, and asks Stripe to email the Stripe-hosted payment link. The app shows whether an invoice is a draft, open, overdue, paid, void, or failed. A success message means Stripe accepted the send request; delivery can still be affected by an invalid address, recipient filtering, or email-provider rules.

Payment methods

Available methods depend on the client device, browser, country, currency, connected account eligibility, and Stripe settings. Apple Pay appears only on supported Apple devices with an eligible Wallet card and a verified payment environment. Card entry remains available when a wallet method is unavailable. Google Pay availability follows Stripe and device eligibility. An "Apple Pay" label in Whoa describes the requested payment experience and does not guarantee that every client device will display that wallet.

Viewing and resending

Open an invoice in Billing or from the client record to view its hosted link and status. Use resend only after confirming the recipient email. Repeated sends may be filtered as duplicate mail.

Deleting invoices

A draft may be deleted. An open, finalized invoice is normally voided in Stripe so the audit trail remains intact. Paid invoices cannot be deleted from Whoa; use the appropriate refund, credit, or accounting correction process. Stripe and tax records may remain available where financial recordkeeping rules require them.

E-transfer and manual payments

If a client pays outside Stripe, the owner can mark the invoice paid and record the method. Do not mark an invoice paid until funds have been confirmed independently. Whoa does not guarantee settlement of an e-transfer and does not ask trainers to forward online-banking credentials.

Stripe Connect payouts

The company owner completes Stripe Connect onboarding from Setup. Stripe collects identity, business, bank, and payout details directly. Whoa stores Stripe account identifiers and status information, not full payout bank details.

• The connected account must finish every field Stripe marks as required.
• Payout timing, reserves, verification, disputes, refunds, and availability are controlled by Stripe and applicable financial rules.
• Canadian businesses should configure CAD settlement details; US businesses should configure USD settlement details. Cross-border conversion or fees may apply.
• The connected account's records may include a paid record copy after the platform payment settles. A platform record can also remain in the main Whoa Stripe account as part of the payment flow.
• The trainer or business is responsible for the services sold, client support, refunds, invoice accuracy, and tax obligations.

If payouts are disabled or pending, reopen payout setup and follow Stripe's request. Include the visible status and last four characters of the Stripe account ID when contacting support, but never send verification documents by email.

Team accounts and sub-trainers

The Team plan lets the company owner invite staff to log lessons on the company's behalf. Staff see the operational rider, horse, facility, and service choices needed to work, but billing, payouts, tax settings, subscriptions, and company administration remain owner-only.

• Invite each staff member using the email address they will use to sign in.
• Remove stale invitations before sending a replacement.
• When a user previously belonged to another company, that old membership must be removed before the new invitation can be accepted.
• Client, rider, horse, service, and lesson changes sync through the shared company workspace. Keep the app online long enough for pending changes to upload.
• Monthly reports and accounting exports identify the trainer who issued each charge when that information is available.

Owners are responsible for inviting only authorized workers, reviewing staff activity, removing access promptly, and complying with employment, contractor, and privacy obligations.

iPhone, iPad, Android, Apple Watch, and notifications

iPad

Whoa supports portrait and landscape layouts. If a sheet appears too narrow after rotating, close and reopen the sheet after the rotation completes.

Apple Watch

The watch app is installed through the Watch app on the paired iPhone. Confirm the iPhone and Watch use compatible software, the Watch has available storage, and "Automatic App Install" or the Whoa install toggle is enabled. The signed-in iPhone sends the current rider, horse, facility, and service choices to the Watch. Open Whoa on the iPhone once after signing in or changing company data.

Android

Whoa supports supported Android phones and tablets in portrait and landscape. Google Sign-In and passkeys depend on Google Play services and device eligibility. Payout onboarding may open Stripe's secure embedded or hosted experience when identity or business information is required.

Push notifications

Owners can opt in to payment and late-payment alerts. System notification permission, a valid device token, internet access, and the correct company membership are required. Staff do not receive billing notifications. If alerts stop, open Whoa, confirm notification permission in iOS or Android Settings, and toggle the preference off and on to refresh registration.

Free trial, subscriptions, and promo access

Downloading Whoa is free. Eligible new owner accounts receive a 30-day trial without a credit card and choose Single Trainer or Team for the trial. They can change the intended plan before subscribing.

Subscriptions are purchased and renewed through Apple App Store or Google Play. Manage or cancel in the applicable store account. Cancellation stops future renewal and access continues until the paid period ends. Deleting a Whoa account does not automatically cancel a store subscription. Restore or subscription recovery checks the applicable store account for an eligible Whoa entitlement associated with the signed-in Whoa owner.

Event promo codes and complimentary grants extend app access for the stated period, may be limited by date or redemptions, have no cash value, and do not replace or refund an active store subscription.

Troubleshooting checklist

An invoice was not emailed

1. Open the invoice and confirm it has a Stripe invoice ID and hosted link.
2. Confirm the client email address and check spam, junk, and corporate filtering.
3. Check that the connected Stripe account is live, active, and uses the same currency as the invoice items.
4. Retry once. If it fails, send support the invoice number and exact error text, not client financial data.

Data is missing on another team device

1. Confirm both users are in the same company and the owner has an active Team entitlement.
2. Pull to refresh or reopen the relevant screen while online.
3. On Apple Watch, open the iPhone app first to refresh the Watch payload.
4. Do not create duplicate clients while sync is pending.

Apple Pay is not shown

Test on a real supported device, not only Simulator. Confirm Wallet contains an eligible card, the invoice currency and country are supported, and the payment page is opened in a compatible browser. Stripe may show card entry when wallet eligibility is not met.

A subscription is not recognized

Confirm the App Store or Google Play is signed into the purchasing account, then use the restore or subscription recovery option in Setup. A staff member's access is controlled by the owner company's Team entitlement and is not restored as an independent subscription.

Delete an account and its data

The company owner can start deletion in Setup > Account > Delete Whoa account. The app explains the effect and requires confirmation. Deletion removes the owner sign-in, company workspace, staff memberships and invitations, stored passkey credentials, registered push devices, and application records that Whoa is not required to retain. It also asks Stripe to close or clean up connected resources where Stripe permits that action.

Deletion cannot erase records held independently by Apple, Google, Stripe, banks, clients, accountants, or tax authorities. Stripe may retain identity and transaction records to meet financial, anti-fraud, dispute, tax, or legal obligations. Deletion does not cancel an App Store or Google Play subscription; cancel it separately through the applicable store. See the retention and deletion details or use the web deletion request page.

Contact and language assistance

Email legal@graffitilabs.io. Include the Whoa account email, company name, device model, iOS, Android, or watchOS version, app build number, the screen involved, and the exact error message. Screenshots are welcome after hiding client contact and financial details.

We aim to acknowledge ordinary support requests within two business days. Payment disputes, suspected account compromise, or an inability to access business records should be clearly marked Urgent in the subject line. Whoa is not an emergency service.

Support is available in English, French, German, Spanish, Italian, Dutch, and Portuguese. We also accept requests in every official European Union language through our EU language access directory.